How to Write a Feedback Report

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Performance evaluations with no follow-through leave your business just where it was yesterday. Feedback reports, which include both specific and summarized information, establish a base for making sure this doesn’t happen. Reviewing reports created for each employee helps you identify training needs, and reviewing reports for an entire department is vital for long-term planning. These outcomes make knowing how to create well-written feedback reports an essential business skill.

Divide the Feedback Report into Sections

Divide the report into a cover page and report body consisting of three main sections. Create descriptive section titles such as “Skills Ranking,” “Skills Analysis” and “Employee Development Strategies.” Include employee performance data in the sections, but reserve the cover page for summary information.

List and Describe the Competencies Being Measured

List and describe the company-wide and job-specific competencies being measured in the skills ranking section. Following this, transfer ratings information from the performance scorecard to a chart that shows how the employee ranks. Format the chart by listing each competency in a separate row and labeling columns according to the ranking system you’re using. Use an "X" to denote where the employee ranks.

Discuss Employee Competencies and Behaviors

Refer to performance evaluation notes and observations, as well as skills rankings, to complete the skills analysis section of the feedback report. Talk about competencies and behaviors in which the employee is exceeding and meeting standards, as well as those needing further development. A clear and objective analysis is vital, because this information provides the base for identifying and creating training activities within each skill area.

Make Preliminary Recommendations and Suggestions

Brainstorm and make preliminary recommendations about possible training and development solutions in the strategy section. Suggestions can include both informal and formal training. For informal activities such as mentoring or job-shadowing, identify employees qualified to offer this training as well as those who might benefit from it. Other potential solutions include web-based development courses and formal, on-site training.

Summarize the Data and Compare to the Group

Summarize the data from individual performance evaluations, and use it to report on employee performance as it compares to the group. Tally performance scorecard ratings for only those employees performing the same job or role, and tally scorecard ratings for all employees for competencies that apply company-wide. Present this information using descriptive statements or percentile calculations.

For example, you might say “out of the 10 people in the accounting department, five out of 10 rank higher than this employee.” As an alternative, you might say the employee ranks below the 50th percentile. Also, review and summarize observations, comments and notes. Include this information in the cover page.

References

About the Author

Based in Green Bay, Wisc., Jackie Lohrey has been writing professionally since 2009. In addition to writing web content and training manuals for small business clients and nonprofit organizations, including ERA Realtors and the Bay Area Humane Society, Lohrey also works as a finance data analyst for a global business outsourcing company.

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